Use this checklist when preparing Leadership Compass for a new organization, cohort, or participant group.
A clean setup helps participants start smoothly, helps Leaders and Facilitators support the right people, and helps Champions manage progress without confusion.
Who should use this checklist?
This checklist is for users responsible for setting up or managing Leadership Compass.
That may include:
- Admins
- Champions
- implementation leads
- HR or learning and development owners
- program coordinators
- internal support contacts
- external implementation partners
Participants, Leaders, and Facilitators may not need every setup step, but understanding the setup process can help with troubleshooting.
Setup overview
Before launching a cohort, confirm:
- Leadership Compass is enabled
- the organization is correct
- the cohort is created
- the cohort name is clear
- the correct pillars are enabled
- participant access is ready
- Leaders are assigned
- Facilitators are assigned, if used
- pricing or unlock settings are correct
- notifications are understood
- support contacts are ready
- launch timing is intentional
Most problems after launch come from missing assignments, unclear roles, duplicate accounts, or incorrect cohort settings.
Step 1: Confirm Leadership Compass is enabled
Before creating a cohort, confirm that Leadership Compass is enabled for the organization.
Check:
- the correct organization or client account is selected
- Leadership Compass access is active
- the organization has the correct package or permissions
- the right users can access setup tools
- any required feature flags or unlocks are active
If Leadership Compass does not appear, resolve access before building the cohort.
Step 2: Confirm organization context
Make sure you are working in the correct organization.
This is especially important if you support multiple companies, business units, or client accounts.
Before continuing, confirm:
- organization name
- account or workspace
- program owner
- launch contact
- support contact
- expected participant group
Do not create a cohort in a test or wrong organization unless that is intentional.
Step 3: Define the cohort
Create or review the cohort.
A clear cohort setup should include:
- cohort name
- cohort purpose
- participant group
- launch timing
- expected completion timing
- assigned Champion or owner
- enabled pillars
- Facilitator plan
- Leader assignment plan
Use a name that will make sense later.
For example:
- 2026 Leadership Compass – Executive Team
- Spring Manager Cohort
- New Leader Development Group
- Leadership Compass Pilot Cohort
Step 4: Select enabled pillars
Confirm which pillars should be available for the cohort.
Leadership Compass may be configured for:
- Pillar 1 only
- Pillars 1–3
- all five pillars
- another available package or configuration
Before launch, confirm:
- which pillars are included
- whether the selected package supports them
- whether the client expects all five pillars
- whether disabled pillars should stay hidden
- whether completion logic matches enabled pillars
Disabled pillars should not count against participant progress.
Step 5: Confirm pricing or unlock settings
Some cohorts may depend on pricing, package, or unlock settings.
Before launch, confirm:
- the correct package is selected
- the right pillars are unlocked
- paid or premium features are available
- guide generation is included if expected
- Facilitator tools are available if needed
- post-program features are available if expected
If a participant cannot see a pillar or feature, package or unlock settings may be the reason.
Step 6: Add participants
Add the participants who should complete Leadership Compass.
Before launch, confirm:
- participant names
- email addresses
- organization membership
- account status
- duplicate accounts
- correct cohort assignment
- participant role access
Email accuracy matters. A user invited with one email may not see the cohort if they log in with a different email.
Step 7: Review duplicate users
Duplicate accounts can create confusion.
Watch for:
- the same person listed twice
- personal and work email versions of the same user
- spelling differences
- old inactive accounts
- manually created users who were later invited again
Before launch, decide which account should be used.
If possible, clean up duplicates before participants begin.
Step 8: Assign Leaders
If Leaders will support participants, assign them before launch.
Review:
- which Leaders need access
- which participants belong to each Leader
- whether Leaders are also Participants
- whether Leaders should see only assigned participants
- whether Leader access is scoped correctly
Leader assignments affect dashboard visibility.
If a Leader cannot see a participant, assignment is the first thing to check.
Step 9: Assign Facilitators
If the cohort uses Facilitators, assign them before launch.
Review:
- whether the cohort has Facilitators
- whether Facilitators are internal or external
- whether Facilitators support the whole cohort or selected participants
- whether Facilitators need participant reflection access
- whether feedback tools are enabled
- whether check-ins or messaging are enabled
Facilitator assignment affects reflection review, feedback, messages, and check-ins.
Step 10: Review external or virtual users
Some programs may include external Facilitators, consultants, or virtual users.
Before launch, confirm:
- whether external users need access
- whether they have the correct email
- whether they belong to the right organization context
- whether they have the correct role
- whether their access should be limited
- whether they can see only what they need
External access should be intentional and scoped carefully.
Step 11: Review privacy expectations
Before participants begin, make sure privacy expectations are clear.
Participants should understand:
- who can see progress
- who can see reflection cards
- whether Facilitators can provide feedback
- what Leaders can see
- what Champions can manage
- how guide sharing works
- what content is private unless shared
Clear privacy expectations help participants reflect more honestly.
Step 12: Prepare launch communication
Do not rely only on automated notifications.
Before launch, prepare a message that explains:
- what Leadership Compass is
- why the participant is included
- when to begin
- what the expected timeline is
- who to contact for help
- what support is available
- whether guide sharing is expected
- what Leaders or Facilitators will do
A clear launch message reduces support questions.
Step 13: Confirm notifications
Before launching, confirm what notifications may be sent.
Check:
- cohort launch emails
- participant invitations
- reminder expectations
- Facilitator notifications
- Leader notifications
- guide sharing invitations
- message or check-in notifications
Also confirm whether the organization’s email system may block automated emails.
Step 14: Launch the cohort
Launch only after setup is reviewed.
Before clicking launch or making the cohort active, confirm:
- the cohort name is correct
- participants are correct
- enabled pillars are correct
- Leaders are assigned
- Facilitators are assigned
- package or unlock settings are correct
- support contacts are ready
- timing is appropriate
After launch, verify that at least one participant can access the cohort successfully.
Step 15: Monitor early activity
The first few days after launch are important.
Watch for:
- participants who cannot log in
- participants who do not see the cohort
- duplicate account issues
- missing Leader assignments
- missing Facilitator assignments
- notification problems
- participants who have not started
- questions about privacy or expectations
Early support prevents small issues from becoming larger problems.
Step 16: Review progress during the cohort
As the cohort progresses, review:
- participant start status
- pillar completion
- reflection card acceptance
- guide readiness
- guide completion
- Facilitator feedback activity
- Leader follow-up needs
- participants who may be stuck
Use progress data to support people, not pressure them.
Step 17: Prepare for guide completion
As participants finish enabled pillars, confirm that the guide workflow is ready.
Review:
- reflection cards are accepted
- guide generation is available
- guide editing expectations are clear
- signing expectations are clear
- sharing options are understood
- Facilitators are ready to support review, if needed
Participants may need reminders that guide quality depends on accepted reflection cards.
Step 18: Plan post-program support
Leadership Compass should continue to support leadership practice after the active cohort work is complete.
Plan for:
- post-program dashboard use
- alignment moments
- guide review conversations
- Leader support
- Facilitator check-ins
- recommitment conversations
- follow-up reminders
- future cohort planning
The end of the cohort should lead into continued use.
Step 19: Close or archive the cohort
When the cohort is complete, decide whether it should remain active, move into post-program use, or be archived.
Before closing or archiving, confirm:
- participants completed expected work
- guides are generated or signed, if required
- sharing expectations are complete
- progress has been reviewed
- unresolved access issues are closed
- follow-up plans are documented
Do not archive a cohort too early if participants still need access.
Common setup mistakes
Common setup mistakes include:
- creating the cohort in the wrong organization
- adding participants with the wrong email
- forgetting to assign Leaders
- forgetting to assign Facilitators
- enabling the wrong pillars
- missing unlock or package settings
- launching before communication is ready
- not checking for duplicate accounts
- assuming notifications were received
- unclear privacy expectations
- unclear completion expectations
Most of these can be prevented with a pre-launch review.
Pre-launch checklist
Before launch, confirm:
- Leadership Compass is enabled.
- The correct organization is selected.
- The cohort name is clear.
- The enabled pillars are correct.
- Pricing or unlock settings are correct.
- Participants are added.
- Duplicate users have been reviewed.
- Leaders are assigned.
- Facilitators are assigned, if needed.
- External users are scoped correctly.
- Notifications are understood.
- Launch communication is ready.
- Support contacts are ready.
- Privacy expectations are clear.
- The cohort timing is intentional.
Post-launch checklist
After launch, confirm:
- participants can access the cohort
- launch notifications were received or alternative communication was sent
- participants are beginning work
- Leaders can see assigned participants
- Facilitators can see assigned participants
- support questions are being answered
- progress is updating
- reminders are sent thoughtfully
- completion expectations remain clear
Common questions
Can I change the enabled pillars after launch?
This depends on your setup. Be careful changing pillars after participants have started, because it may affect progress and completion expectations.
Can I add participants after launch?
Usually yes, if the workflow allows it. Confirm that late-added participants receive the right instructions.
Can I change Leader assignments after launch?
This may be possible. After changing assignments, confirm that the Leader can see the correct participants.
Can I change Facilitator assignments after launch?
This may be possible. Confirm that reflection review, messages, and check-ins still make sense after the change.
Should I launch before assigning Leaders and Facilitators?
Usually no. Assign support roles first unless the cohort is intentionally self-guided.
Should I test the workflow before inviting everyone?
Yes. Testing with one or two users can help confirm access, notifications, and role visibility.
Troubleshooting setup issues
Participants cannot see the cohort.
Check organization, email address, account, cohort assignment, cohort status, and duplicate users.
Leaders cannot see participants.
Check Leader role assignment and participant assignment.
Facilitators cannot see reflection cards.
Check Facilitator assignment and whether facilitator feedback tools are enabled.
Pillars are missing.
Check enabled pillars, package settings, and unlock settings.
Progress is not updating.
Check whether required reflection cards have been accepted and whether the participant has refreshed the dashboard.
Notifications are not received.
Check email address, launch status, spam or junk folders, organization email filtering, and whether notifications are enabled.
Best practices
- Build the cohort before announcing it.
- Review the full setup before launch.
- Use clear cohort names.
- Confirm email addresses.
- Assign Leaders and Facilitators intentionally.
- Keep privacy expectations clear.
- Test access before broad launch.
- Monitor early activity.
- Use progress data to support people.
- Document lessons learned for future cohorts.
A thoughtful setup creates a smoother Leadership Compass experience for everyone involved.
